Basic Information

Reference Number

0000278195

Issuing Organization

Scarborough Centre for Healthy Communities

Owner Organization

Scarborough Centre for Healthy Communities

Project Type

RFP - Request for Proposal (Formal)

Project Number

001

Title

REQUEST FOR PROPOSAL (RFP) (PROVISION OF CLEANING SERVICES)- SCHC

Source ID

PP.NP.ON.977641.C98540

Agreement Type

Broader Public Sector (BPS)

Details

Location

Canada, Ontario, Toronto

Job Location

629 Markham Rd Unit #2
Scarborough, Ontario
Canada M1H2A4

Description

REQUEST FOR PROPOSAL (RFP) (PROVISION OF CLEANING SERVICES)
629 Markham Rd, Scarborough, ON M1H2A4
Prepared By: Sinthiya Nagendran
Corporate & Human Resources Generalist
snagendran@schcontario.ca
416-526-8152
www.schcontario.ca

Date: Responses by: November 14th 2024

Table of Contents

Purpose of Request for RFP (RFP)……………………………...……………………3
Information and Instruction ……….…………….………………………………...…...3
Submission of Proposals……………………………………………………………….3-7
Scope of Work……………………………………………………………………….…..8-11
Submission Requirements……………………………….………………………….…12
Evaluation Criteria…………………………………………………………...………….12

Purpose of Request for Proposal
Scarborough Centre for Healthy Communities (SCHC) is inviting proposals to provide custodial services for all its 8 sites.

The proposals are to be based on the specifications within this document.

SCHC will select a service provider for an initial contract term of 5 years from the period of January 1st, 2025, to December 31st, 2029.

Information and Instructions
1. Background Information

As a not for profit, Scarborough Centre for Healthy Communities (SCHC) our mission is to provide accessible, equitable and transformational health and social service choices for the wellbeing of diverse communities. We do that through our vision of igniting the strength of our diverse and vibrant Scarborough community. SCHC is an accredited comprehensive community health organization delivering a range of holistic health and wellness programs and social services from early years to end of life.

Submission of Proposals

All proposals must be submitted in the manner as outlined in Section 4 and contain all information. A designated signing officer authorized to bine the respondent to the provisions of their proposals must sign the proposal. Any addenda issued by SCHC in Section 2.5 must be acknowledged by the respondent on the form of the proposal.

Each respondent is asked to one (1) hard copy of the proposal. The hard copy of the proposal must be signed, sealed, and delivered to:

Scarborough Centre for Healthy Communities
Unit 2 – 629 Markham Road
Scarborough, Ontario M1H 2A4

The front of the sealed envelope must indicate the respondent’s full company name, the name of the lead contact and be clearly marked
“Request for Proposal – Custodial Services.”

The hard copy submission must be received by 5pm Thursday November 14, 2024.

It is the responsibility of the respondent to ensure that SCHC receives its proposal prior to the submission deadline. Proposals received after the deadline will not be considered and returned to the respondent unopened.
Faxed or electronic submissions for which no hard copy is received will not be accepted as a response to this RFP.

Lead Contact

Respondents are solely responsible for determining if more information is required of if anything contained in this document is requires further clarification and for contacting the Lead Contact identified below for any questions prior to the closing date.

Information obtained from any source other than the Lead Contact is not official and may be inaccurate. SCHC will not be responsible for any verbal statement, instructions, or representations.

All inquiries for this RFP must be directed by email to:

Ben Flores
CFAO
bflores@schcontario.ca

A Respondent may be disqualified if, during the period between the
issuance of this Request for Proposal and the date of notification of the
award, they contact any individual who is involved in this RFP process and
who is not the Lead Contact. This is to ensure that all Respondents
receive the same information and are treated equitably.

1. Required Review and Clarification

It is the responsibility of each respondent to carefully review this RFP. Questions concerning clarification of this document’s contents must be received by Lead Contact no later than 16:00 hours Friday October 11th to allow SCHC ample time to respond and issue an amendment to the RFP (if necessary).

In submitting a Proposal, the Respondent acknowledges that they have read, completely, understand, and accept the terms and conditions of the RFP in full. SCHC is not responsible for any misunderstanding of the RFP.

1. Amendments to the RFP

SCHC may issue addenda to clarify and/or modify certain aspects of the RFP prior to the submission deadline. Addenda shall be posted by 16:00 hours on Thursday October 31st 2024, at www.schcontario.ca and shall be available in hard copy format at SCHC’s head office.

1. Opening of Proposals

There will be no formal opening of proposals. All proposals will be evaluated and assessed according to the standards and criteria set by SCHC, based on its service needs, and a provider shall be selected thereafter.

1. Rights of SCHC

1. 1. 1. Make public the names of any or all Respondents and their quoted fees.
    2. Verify with the Respondent or with a third party any information set out in their Proposal.
    3. Disqualify any Respondent whose Proposal contains misrepresentations, any other inaccurate or misleading information, or any qualifications.
    4. Disqualify any Respondent who has engaged in conduct prohibited by this RFP.
    5. Make changes, including substantial changes, to this RFP provided that those changes are issued by way of addenda in the manner set out in this RFP.
    6. Select a Respondent other than the Respondent whose Proposal reflects the lowest cost to the organization.
    7. Cancel this RFP process at any stage.
    8. Cancel this RFP process at any stage and issue a new RFP for the same or similar deliverables.
    9. Accept or reject any or all Proposals in whole or in part.
    10. Discuss with any Respondent different or additional terms to those contemplated in this RFP or in any Respondent’s Proposal.
    11. If a single Proposal is received, reject the Proposal of the sole Respondent and cancel this RFP process or enter into direct negotiations with the sole Respondent.
    12. Enter negotiations with the selected Respondent to obtain cost savings, additional services, or any other matter.

These reserved rights are in addition to any other expressed rights or any other rights which may be implied in the circumstances.

1. RFP Submission Respondent Costs

SCHC shall not pay any costs associated with the preparation, submission, or presentation of the Respondent’s Proposal. SCHC is not liable for any expenses, costs or losses suffered by the Respondent or any third party resulting from SCHC exercising any expressed or implied rights under this RFP.

1. RFP Expiry Date

Respondents hereby acknowledge that their proposals shall be irrevocable for a period of 90 days after the submission deadline. Extensions to this period may be granted with the mutual agreement of SCHC and the successful Respondent and may be initiated by either party.

1. Confidentiality and Ownership

Any information provided to the Respondent by SCHC before, during, or after the RFP is completed shall be treated as confidential and shall not be used or communicated by the Respondent or any third party in any way unless otherwise prior written consent has been provided by SCHC.
Information, reports, documentation, plans, etc. that are produced by the
successful Respondent in response to this RFP shall become the exclusive property of SCHC. However, intellectual property such as specific tolls, templates, and processes that the Respondent provides as part of the deliverables remains the property of the Respondent if so requested.

1. Governing Law

The RFP, the successful Consultant’s proposal and every document that will be required to be executed by the parties pursuant to the RFP will be governed by the laws of Ontario and the laws of Canada applicable therein, without reference to their respective conflict of laws principles.

1. Termination of Contract

SCHC reserves the right to immediately terminate a contract with the successful Respondent for sufficient cause, including but not limited to non-performance, late deliveries, inferior quality, and fee issues. Either party may terminate a contract by providing the other party with 90 calendar days’ written notice including the reason for
termination.

1. Additional Requirements

1. 1. 1. The use of qualified sub-contractors by the Respondent to perform specific duties while under contract is permitted only if the Respondent declares such use in the Proposal or if the successful Respondent receives written approval from SCHC.

1. 1. 1. The successful Respondent shall, throughout the term of the

contract, obtain and maintain in force a General Liability Insurance and/or Professional Liability Insurance coverage of not less than $5,000,000 per occurrence inclusive, to indemnify and hold harmless SCHC against any liability which may arise from the successful Respondent’s activities under this contract. The successful Respondent must provide a certificate of insurance within 30 days of awarding the contract.

1. 1. 1. The successful Respondent shall ensure that all services and products provided in respect to this proposal are done so in accordance with and under the authorization of all applicable authorities, municipal, provincial, and/or federal legislation, including but not limited to WSIB and all applicable responsibilities under the Occupational Health and Safety Act.

1. RFP Timelines

The timelines set out below is SCHC’s estimate of the schedule that will be followed. It may change depending on the organization’s needs.

ActivityDate
RFP Issue DateSeptember 12th, 2024
Deadline for submission of questions (per Section 2.4)October 11th, 2024
Deadline for addenda to be posted on SCHC website (per section 2.5)October 31st, 2024
Respondent Submission DeadlineNovember 14th 2024
Assessment & Evaluation periodNovember 17th 2024-December 1st
Recommendation and DecisionDecember 4thth 2024
Notification of AwardWithin ten (10) business days following the decision

Scope of Work

1. SCHC is seeking a seasoned contractor to perform general custodial services for all its existing sites. There are 8 sites as follows:

SiteSize
629 Markham Road Unit 215,000
2660 Eglinton Avenue East21,303
4100 Lawrence Avenue East 650
4110 Lawrence Avenue East 650
1960 Ellesmere Road Unit 55,000
4205 Lawrence Avenue East500
2682 Eglinton Avenue East2,409
2658 Eglinton Avenue East6,000

1. 1. Nightly Services

1. 1. 1. Entrances, Main Lobby, Stairwells & Common Areas

Spot clean both sides of all entrance glass doors and interior partitions.
Clean and polish all metal work [door handles, push-bars, kick-plates, etc.].
Empty all recycling / waste receptacles, any waste to be taken to designated area for disposal.
Floors to be dust mopped using dust control methods. They will be wet mopped using a disinfectant solution.
Carpeting is to be thoroughly vacuumed, including any mats or runners.
Spot clean all walls, light switches and doors.
Wipe and disinfect all drinking fountains and coolers.
Clean all telephones with germicidal disinfectant.
Dust all accessible high and low reach areas.
Dust all furniture, fixtures, equipment, and accessories.

1. 1. 1. All General & Private Office Areas, Boardrooms & Conference Rooms

Empty all recycling / waste receptacles, any waste to be taken to designated area for disposal.
Floors to be dust mopped using dust control methods. They will be wet mopped using a disinfectant solution.
Carpeting is to be thoroughly vacuumed, including any mats or runners.
Spot clean all walls, light switches and doors.
Clean all telephones with germicidal disinfectant.
Dust all accessible high and low reach areas.
Dust all furniture, fixtures, equipment and accessories [any personal items to be moved by SCHC, employees].

1. Cafeteria, Lunchroom & Kitchenettes

Empty all recycling / waste receptacles, any waste to be taken to designated area for disposal.
Wipe clean all counter tops, cabinets, cupboards, shelves etc., using a sanitary disinfectant. Sinks, countertop surfaces / fronts and chairs to be wiped clean and polished.
All food and beverage equipment [e.g. coffee makers, fridge & microwaves] located in the coffee stations / kitchenettes to be wiped clean. Microwave ovens will be cleaned thoroughly inside and out.
Dishwasher needs to be loaded with all dirty items in and around the sink and run nightly.
Floors to be dust mopped using dust control methods. They will be wet mopped using a disinfectant solution.

1. 1. Consultation – Treatment Rooms

Empty all recycling / waste receptacles, any waste to be taken to designated area for disposal.
Wipe and disinfect clean all examination, beds, surfaces sinks, counter tops, and chairs.
Spot clean all glass partitions to remove marks or smudges.
Floors to be dust mopped and wet mopped using a disinfectant solution.
Dust all accessible high and low reach areas.
Spot clean all walls, light switches and doors.

1. 1. 1. Washrooms

Empty all recycling / waste receptacles, any waste to be taken to designated area for disposal.
Wipe clean and disinfect all toilet, inner and outer surfaces.
Spot clean all glass partitions to remove marks or smudges.
Floors to be dust mopped and wet mopped using a disinfectant solution.
Dust all accessible high and low reach areas.
Spot clean all walls, light switches and doors.

1. 1. 1. Janitor’s Room/ Storage Areas

Wash and disinfect sink, mops etc.
Sweep and wash floors.
Store all materials and equipment neatly.

1. 1. Weekly Services

1. 1. 1. Office Area

Remove and clean entrance foot grilles on both sides.
Office furniture like desks, credenzas, countertops, etc., will be cleaned and polished.
Window ledges, sills and radiators will be thoroughly cleaned.
Wash all entrance door glass both sides.

1. 1. 1. Washrooms

Toilet bowls and urinals will be treated with a descaling solution to remove all foreign stains.
All partitions will be washed. Air vents will be dusted.
Floors to be thoroughly washed.
Vents to be dusted and spot washed.

1. 1. 1. Lunchroom

Wash and disinfect all lunchroom furniture.
Wash and disinfect refuse receptacles inside and outside.
Fridge needs to be cleaned weekly.

1. 1. Monthly Services

1. 1. 1. All Areas

All glass partitions will be washed on both sides.
Clean and polish wooden, leather, vinyl and leatherette-upholstered furniture.
Dust all fixtures and high surfaces.
Wash all door kick plates and grilles.
Office Washroom walls will be washed.
Wash all waste receptacles in and out.

1. 1. Periodic Services

All carpeted areas are to be steam cleaned two (2) times per year, as per accompanying carpet cleaning specifications.
All vinyl tiled flooring will be stripped and waxed as required, at a minimum of two (2) times per year, as per the Floor Program specifications.
All vinyl flooring will be buffed on a semi-monthly basis, as per the Floor Program specifications.
All interior and exterior windows will be cleaned inside and out one (1) time per year.

Submission Requirements

Respondents are asked to submit a proposal which contains all the information noted below:

1. Format

                    SCHC discourages overly lengthy and costly proposals. In order for SCHC to                      evaluate all proposals fairly and consistently, Respondents should follow the                         format set out herein and provide all of the information as requested.
                    Respondents are encouraged to provide any additional information not
                    specifically outlined in this RFP that they believe would be of value in evaluating                      their proposal. Respondents are to complete 1 template (in Appendix A) per site
                    address.

1. Fee Structure

Proposals will include labour and supplies pricing details for each of the aspects noted in section 3 for both scheduled and ad hoc cleaning requests.

SCHC pays vendor invoices through direct deposit. The successful Respondent must provide the necessary documentation to enroll in this program.

1. Conflict of Interest

Respondents must disclose any relationships that exists with any current SCHC staff member or persons that does not allow for a non-arm’s length relationship to occur.

1. Professional Experience

                    Respondents are required to outline any experience in carrying out similar duties
                    as described in the Scope of Work over the past five (5) years. Specifically,
                    experience in a hospital setting.

1. References

Respondents should provide contact information for 3 former or current clients. Ideally at least one (1) of the references will be from a hospital or similar setting.

Evaluation Criteria

As part of the evaluation process, SCHC may contact one or more Respondents to
clarify or obtain more information about their Proposal or substantiate any details contained therein. Discussions will only be held with Respondents who have submitted a Proposal deemed reasonably acceptable for award.
SCHC may make their award(s) on the basis of the Proposals, without
seeking additional information and/or clarification. Therefore, each initial Proposal should reflect the best efforts of the Respondent and include all required documentation as set out in the RFP.

The evaluation committee will make a recommendation to the CEO based on the criteria identified below.

a) Demonstration that the Respondent can provide the required services.
b) The Respondent’s experience and knowledge as it relates to the scope of work.
c) The completeness and reasonableness of the fee schedule.
d) Meeting the RFP requirement and competitive pricing.

Dates

Publication

2024/09/12 12:54:14 PM EDT

Bid Intent

Optional

Bid Intent Deadline

2024/11/14 05:00:00 PM EST

Question Acceptance Deadline

2024/10/11 04:00:00 PM EDT

Questions are submitted online

Yes

Closing Date

2024/11/14 05:00:00 PM EST

Contact Information

Sinthiya Nagendran

4165268152

snagendran@schcontario.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Pricing

No Pricing

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

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